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OH New Company PPTG
Transcript of OH New Company PPTG
Payroll related changes (direct, on-going deductions)
Tax related changes (tax mail, W4 changes, SUTA rate changes)
Government-issued items (child support orders, garnishment orders, income verifications)
New Client Coordinator
Payroll set up
Run first payroll
Human Resources and employee relations items
Implementation of BWC Programs (DFWP, PDP)
Creation of company handbook and job descriptions
Help clients maintain safe and compliant workplace.
*Once you run payroll your A.M will contact you
When you first join GMS, we are given a list of contacts for payroll with your company.
These are the people that we are authorized to speak with regarding payroll and/or payroll changes.
*Please do not give out your GMS payroll processor's contact information directly to your employees as they will be referred back to you.
1, 2, 3 Step Process
1. Payroll Submission
You will be trained on how to submit payroll through GMS' payroll web system. The deadline for this is always 3:00pm, three business banking days prior to your pay date.
Payrolls submitted after 3PM three business days before the pay date will have the date date bumped forward 1 bank business day.
3. Payroll Approval
After previewing your reports you have two options:
1. You may approve your payroll as it is for processing
2. You can postpone your payroll and enter your changes in the comments box before
it is processed.
2. Payroll Review
You are notified via email when your payroll is available on the web for review. You will learn how to utilize the payroll review tab during your web training.
Each pay period, GMS will sweep your payroll account for the total invoice amount 2 business banking days prior to your pay date.
Payrolls submitted after 3pm on your run date will have the pay date bumped forward 1 bank business day unless other arrangements have been made with your processor.
Should the full invoice amount not be available, your Account Manager will contact you with instructions to wire the funds for payroll.
Our bank charges GMS for each returned item; a 3% charge will be added to your next invoice to cover these costs.
Funds Must Be Available By:
*You will see the full invoice amount during the payroll review process prior to the sweep of your account. At this time, if you need help in understanding your invoice, please contact your New Client Coordinator to walk through this with you.
GMS strongly encourages all clients to utilize the payroll web system when making employee, payroll, or HR related changes.
Utilizing the Payroll Web System
You will receive a 1.5 hour training during your setup, highlighting the following tasks that you can complete using our system:
Please feel free to log onto our demo website to preview what is in store for your web training:
in the top right corner click on "employer login"
GMS will only accept direct deposit information from a new client on GMS direct deposit or Global Cash Card forms.
Pre-printed checks (please do not use starter checks or deposit slips. Write the word VOID on the check.) Another options is a written letter signed by your bank with account and routing numbers.
Bank direct deposit form or a written letter signed by your bank with account and routing numbers.
*The payroll department uses account and routing numbers to electronically transfer payroll funds directly to your account.
Failure to verify accuracy of account information with your financial institution will cause delays or improper transfer. If a deposit is returned to GMS due to incorrect information or a closed account, we will deduct a $3 bank fee to your next pay.
If you are a Paperless client and you do not have this information to your New Client Coordinator by the first payroll run, you will have to pay $50 shipping fee for each payroll run until we do receive the proper direct deposit information.
Garnishments, Child Support Orders, and Income Verifications
GMS Payroll will handle the administration of employee garnishment and child support orders. For each garnishment/order, the employee will have an additional deduction of $2.00 for administration as allowed by state law.
Should you receive new or updated garnishments or child support orders please fax them directly to your payroll processor's attention. With our co-employment relationship, we will periodically receive these orders directly and send copies for your records.
GMS Payroll will also handle the completion of various income verification paperwork frequently sent by City, State, and County agencies. Please fax any of these forms directly to your payroll processor for completion.
Payroll Taxes with GMS
The liability to file taxes
switches from your Federal ID number to GMS's Federal ID
number commencing the first check date with GMS. GMS assumes responsibly to file all Federal, State, and Local withholding taxes from that day forward.
State unemployment stays on your unemployment ID.
GMS is allowed to file a return on your behalf. The return must be filed with your unemployment number. You are responsible for reporting any rate changes received from ODJFS or any other state's unemployment agency to a GMS representative.
Employees are subject to local tax for where they physically work and where they reside. Employers
withhold and remit tax for where the employee works, but has the option to collect local tax for where they live. Taxes are based upon gross wages minus Café 125 deductions. Reciprocity is a term that describes the taxing relationship between jurisdictions where an employee works and lives. Some residential jurisdictions will allow a credit if an employee pays tax to a jurisdiction in which he/she works.
1. An employee works in a local where he/she pays 2% of gross wages.
2. He/She also lives in a 2% local.
3. If the residential local offers a 50% max credit, the employee is required to pay 1% of gross wages to the city they live in.
Stop Check Fee
When an employee check is lost, a stop payment is processed and a replacement check is issued. Even though GMS has stopped payment on the check, current Uniform Commercial Code Regulations (3.302 and 3.305) protect Cash Checking Services as “Holders in Due Course”. If the lost/stopped check is presented at a Check Cashing Service, GMS is required to honor the check, even though it has been reported lost and stopped. It is required of the client to inform their employee not to
try to cash the lost check if found.
If this were to happen, GMS will invoice the client for the duplicate payment and it will be the responsibility of the client to obtain restitution from the employee. Please also note that stop pays require a $100.00 charge. This fee may be waived with the agreement that your entire staff be mandated to direct deposit
by your next scheduled payroll.
All Other States
If you are on GMS’s Non-Ohio Policy we will collect your premium for your Workers’ Compensation coverage which begins on the day of your first payroll run. GMS begins reporting payroll to the BWC as of the date of your first check run. We do not directly manage any non-Ohio claims. GMS will however, act as a liaison between client & carrier.
If you are on your own out of state policy GMS does not collect any premium and it does not manage any claims.
GMS will take care of all BWC filings from the first check date with us and there after. It is the employer’s responsibility for reporting any wages and making the corresponding payments prior to GMS to the BWC.
Employers are required to have an active BWC policy at all times. If there is a lapse in coverage, payroll would cease immediately.
Employers under the GMS Self-Insured policy are no longer responsible for the bi-monthly installment payments. Instead, you are responsible for the $120 annual BWC administrative fee which is required to keep your policy active and in good standing. GMS will submit this payment on your behalf and bill you through your payroll invoice.
Employers may only run payroll through manual classifications that are active on their BWC policy. GMS will assist the employer and work with the BWC if additional manual classifications are needed.
What is Self-Insured?
It is where the employer (in this case GMS) assumes the financial risk of all workers' compensation benefits paid to its injured workers.
Costs are paid dollar-for-dollar as opposed to being based on a fixed BWC premium.
The results are reduced costs, improved cash flow, and the ability to better control exposures.
Client’s have the ability to operate a retirement plan on their own or through GMS. There will be some operational differences depending on the chosen plan:
1. If the client joins the
GMS Multiple Employer 401(k) Plan, then we handle all of the administrative responsibilities
, including sending contributions directly to the record-keeper, Transamerica. We also act as the Plan Sponsor, Trustee, and primary Fiduciary on the Plan.
a. *Please note that a client cannot join the GMS Plan immediately.
Paperwork needs to be completed and then Transamerica has certain timelines in order to get a plan implemented.
2. If the
client chooses to keep its own retirement plan
or start one on its own after becoming a GMS client,
it is the client’s responsibility to maintain the administration & fiduciary aspects of the plan operations.
a. Therefore, GMS will deduct contributions from the employee’s
paycheck and provide the client a credit for the amounts deducted on our invoice.
b. It is the client’s responsibility to remit those contributions to the
administering financial institution.
c. GMS will only be able to provide payroll reports for the retirement plan
If you are an owner/officer of an LLC, you should speak with your accountant to determine if you and any of your family members that currently work for the company should be exempt from paying into state unemployment.
If your accountant determines that you and any of your family members should not be paying into state unemployment, then please alert your NCC so we can block this tax from
being pulled each payroll.
A few things to note for out of state work are:
1) Employers performing any non - Ohio work, are required to obtain workers compensation coverage in that state.
2) If you fail to alert GMS of any work that is performed outside of Ohio and you do not have coverage in that state, GMS will not share liability with an injury that occurs while in that state.
If there are any other reports that you may need
on a Quarterly, monthly or per payroll basis, please let your New Client Coordinator know and we will try to
find a report that may suit your needs.
Examples of common reports:
1. General ledgers
2. Cost allocation reports
3. Specific 401k reports etc.
Beginning in 2018, the maximum amount of earnings subject to the Social Security payroll tax will be at $128,400.
Additional Medicare Tax:
Under a provision of the Patient Protection and Affordable Care Act. Beginning in 2013, the employee-paid portion of the Medicare FICA tax became subject to the 0.9 percent Additional Medicare Tax. An employer must withhold the Additional Medicare Tax from the wages or compensation it pays to an employee in
excess of $200,000 in a calendar year.
Your W2’s will have GMS’s name on them not your company name.
They will be mailed directly to the employee’s home.
Once processed, you may obtain copies of your employees’ W2s for any year processed with GMS through the website.
You must contact your payroll manager if you need an alternate delivery method. W2’s will be made available to you at the same time we send them out to the employees. Check the GMS website in January for W2 availability.
GMS can’t make payments on your behalf unless we are the agent of record for your healthcare plan. If you sign up for
heath care through another company
will credit back the money that was deducted from your employee’s paychecks (if applicable) on your invoice each payroll. You will see this amount under the “Agency Credits” line.
You will be responsible for making the payments each month.
If you would like GMS to administer this then you can either give us the Agent of Record or sign up for GMS healthcare. If this is something that you are interested in please notify your NCC or Account Manager.
If you currently have any pretax benefits that are
being deducted from your employee’s checks we will need a copy of your Section 125 plan (or the first 9-12 pages which is the adoption plan) in order to continue to deduct those as pretax.
If you do not provide this to us before your first payroll run, these deductions will be taken as post-tax until we can receive a copy of the plan
. If you want a plan from GMS we are able to create one for you/or update your current plan if it has not been updated in the last few years
(updated with the new ACA rules).
Why do you need a Section 125 Plan?
The IRS and DOL require it in order to get the pre-tax benefit. Tax law requires a section 125 plan in order to receive the tax benefit. If the client is audited and no plan exists, then the agency will go back and assess the employees and employer for back taxes and penalties.
The DOL also looks for these documents when
they conduct benefit plan audits.
See the penalties below:
For those who fall under any of these categories, the penalties for non-compliance can be stiff, this is also dependent also on the gravity of the violation. The penalties are enumerated in the IRS Code Section 125 to include the following:
1. Fines of up to $5,000 or imprisonment of up to 1 year for willful
violation of ERISA provisions;
2. Fines of up to $10,000 and/or imprisonment of up to 5 year for
making any false statement or representation of fact, knowing it to be false, or for deliberate non disclosure of any fact required by ERISA;
Another key consequence that could stem from non-compliance of Section 125 POP Plan requirements is that the sponsoring employer could be held liable for claims against the plan if the documents do not give participants accurate information of the plan polices.
But that's not all. In a worst case scenario, the pre-tax deductions may be disallowed from the beginning, leading to an IRS assessment of overdue back taxes plus interest and corresponding penalties.
Beginning in January 2016, there are some changes to how Ohio employers are required to collect local tax. Please review these parameters with your New Client Coordinator to determine the correct setup for your business.
Small business employers (those with less than $500,000 of sales revenue in the prior year) are exempt from withholding local tax outside of their primary work location.
Please check with your paid accounting firm to determine if you meet the minimum income requirement for this exemption.
Large employers that are required to allocate to local jurisdictions where work is performed only begin doing so after the 20th visit to that city.
GMS shall not be responsible for
any federal, state or local tax liability, resulting from the Client’s failure to properly record, collect or pay tipped employees in accordance to all regulations applicable to said wages.
Though we do not run payroll for your 1099 employee’s, we would like you to be aware of a few items concerning your sub contractors and the new prospective billing program. Beginning September 1st, 2015, all employers in the State Fund will be issued a certificate. It will be possible for the contractor to submit a valid appearing certificate for the year, but the actual coverage could be lapsed. Through the new program they can choose to pay every two weeks, monthly, every quarter or twice a year depending on what financially makes more sense for them. If they miss one of these payments their policy becomes lapsed. If they get injured during the time that they are lapsed you or GMS can become liable for their claim.
As a result, it is imperative that you confirm an active BWC policy each time you utilize/pay a subcontractor.